Objectives:

Design and delivery of training to approximately 50 staff of the Iraqi Independent High Electoral Commission on election operational data management for field coordination purposes, and development of associated informational materials. A total of four (4) training sessions will be conducted for around 10 participants in each session, with one session of five (5) days to National Office field coordination staff and three sessions of three (3) days each to operations staff of the National Office and Governorate Election Offices.

Design and delivery of training to approximately 40 staff of the Iraqi Independent High Electoral Commission on data quality control and analysis. A total of two (2) training sessions will be conducted on data quality control and analysis for 20 participants in each session for Governorate Election Office database/IT staff.

The overall training objective is to enhance the capacity of IHEC staff to develop effective reporting and data aggregation structures appropriate to different electoral processes, as well as data quality control measures, using information technology tools.

The training activity aims to achieve the following:

  • Provide examples of how various functions can be applied in the daily activities of data collation, data management and field coordination;
  • Demonstrate ways to reduce workload by simplifying and automating existing processes through the use of technology;
  • Enable participants to create complex applications independently for the implementation of daily tasks;
  • Expose IHEC staff to different practical applications of excel and access tools in electoral processes, different possible approaches and methodologies to be used;
  • Analyse different ways to improve accuracy and quality control of electoral data;
  • Identify advantages and disadvantages of different methods as well as reliability and accuracy of data collected;
  • Review IHEC’s existing field coordination reporting structure and identify possible improvement areas for future elections.

Scope and expected outputs:

As part of the International Electoral Assistance Team, and in close coordination with the UNAMI Field Coordination Advisor and Database/IT Advisor, the Election Operational Data Management Specialist will develop and deliver a series of training sessions for the IHEC. This includes four (4) training sessions on operational data management and two (2) training sessions on data quality control and analysis. S/he will coordinate closely with UNDP, UNOPS and UNAMI to ensure the proper planning, coordination and execution of trainings.

The Election Operational Data Management Specialist will develop all materials required for the trainings, including tests, exercises and background materials. S/he will travel to Erbil to deliver the training sessions. In addition to training days, time in Erbil will include preparations with the relevant UNAMI advisors, pre- and post-assessment activities and debriefings.

Specific duties will include:

  • Develop an outline and detailed agenda for all training sessions;
  • Facilitate six (6) training sessions for selected staff of the IHEC;
  • Identify or develop supporting materials for the training as relevant;
  • Prepare election-specific tasks to be completed by participants as exercises during training and in between training sessions;
  • Prepare pre- and post-activity assessment tests for both training programmes in order to assess the knowledge and progress of participants;
  • Collate operational data management and data quality control exercises and tests for future use of the IHEC and possible replication of training;
  • Complete activity progress reports for each training session and an overall final report, including feedback on the conducted trainings and recommendations for improving staff skills and data management for election operations;
  • Provide guidance and technical advice to IHEC staff throughout the training sessions on the management of election operational data, including different options for data aggregation and consolidation, best tools and methods for data verification, preparations of forms and templates for reporting;
  • Provide technical advice to IHEC staff during discussions on: different methodologies for data management, and their technical possibilities and limitations; options for election reporting in the field and headquarters; data entry and tools for data aggregation, data verification, and consolidation and summary options; analysis and quality control of data; ways to estimate a realistic time for completion; detailed and accurate data report collection as an antifraud measure.

Deliverables:

  • Develop the outline, agenda and materials for training session 1 on operational data management (five days) for IHEC field coordination staff, and facilitate the conduct of the training sessions; complete progress report, including participant test outcomes;
  • Develop the outline, agenda and materials for training sessions 2, 3 and 4 on operational data management (three days each) for national and governorate office operations staff, and facilitate the conduct of the training sessions; complete progress report, including participant test outcomes;
  • Develop the outline, agenda and materials for training sessions 5 and 6 on data quality control and analysis (3 days each) for governorate office database staff, and facilitate the conduct of the training sessions; complete progress report, including participant test outcomes;
  • Complete final report and collation of operational data management exercises and tests.
Professionalism: Demonstrates knowledge of a variety of data management techniques and election operational data management requirements; able to deliver training to different client groups; has substantial and diverse electoral experience in more than one country, with specific experience in data management and field coordination; Able to plan, establish priorities and coordinate own work plan; Promotes a knowledge sharing and learning culture with stakeholders; focuses on result for the client and responds positively to feedback.

Communication: Speaks and writes clearly and effectively; listens to others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information; able to communicate complex technical issues in a simple and clear manner.

Teamwork: Works collaboratively with colleagues to achieve goals and promotes good team spirit; develops and maintains strong relationships with counterparts, clients and external actors; recognizes and responds appropriately to the ideas, interests and concerns of others.

Creativity: Actively seeks to improve programmes or services; possesses proven analytical and evaluative skills and ability to assess problems and formulate solutions; promotes and persuades others to consider new ideas; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Education:

  • An advanced University Degree in Information Technology, Computer Science, Database Development, Engineering or a related field. 

Experience:

  • A minimum of seven (7) years of functionally-related relevant professional experience;
  • Experience in electoral data management;
  • Comparative experience in election administration, including operational planning, field coordination and election reporting;
  • Experience in developing and delivering trainings;
  • Experience in project management and delivering services to clients;
  • Prior electoral experience in post-conflict countries is required, and experience related to Iraq would be an asset.

Other Qualifications:

  • Fluency in English, both written and spoken. Working knowledge of Arabic an asset;
  • Knowledge of electoral best practices;
  • Knowledge of technological applications for data management, and advanced skills in Microsoft excel and access essential;
  • Strong communication skills and ability to articulate ideas in a clear and concise manner;
  • Project management skills desirable;
  • The post requires considerable cultural and political sensitivity and an ability to meet deadlines.

Proposals:
Proposals should be submitted to the following e-mail address no later than COB 9th October 2011:
SSA.undp.iraq@undp.org (It is a MUST to indicate the Procurement Notice Number in the e-mail subject box). All needed information which includes: Complete Terms of Reference, The Selection Criteria, and Required Annexes are found on the following link under Procurement Notice Number Q-IC-089/11: 

Provision of CVs only will not be accepted. Documents to be included when submitting the Proposal:

Technical Proposal: (which will include the following):

  • Signed Proposal Submission Form. (Please use Annex 1);
  • A letter explaining why he/she consider himself/herself the most suitable candidate for the work (Not to exceed one page);
  • Personal CV including past experience in similar projects and at least 3 references. Please Use the attached CV Form – Annex 2 attached. UNDP-Iraq reserves the right to disqualify any of CVs who are not compliant with the requested form.

Financial proposal: The financial proposal will specify a total lump sum amount and payment terms around specific and measurable (qualitative and quantitative) deliverables. Payments are based upon output, i.e. upon delivery of the services specified in the TOR. A breakdown of this lump sum amount (including travel, per diems) is to be provided by the IC candidate. Total Fees: Please use Annex 3 – Financial proposal form.

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